An on-demand meeting room is a furnished, equipped room you book by the hour, half-day or day in a business centre, instead of renting an office permanently. In Dhaka it is used for client meetings, job interviews, investor and board meetings, training sessions and visiting foreign delegations. You pay only for time used, typically with Wi-Fi, screen, refreshments and reception included.
An on-demand meeting room solves a specific problem: you need a credible, quiet place to meet for a few hours, but not an office all month. Coffee shops are noisy and leave a poor impression on investors or senior clients; a hotel conference room can be expensive for a two-hour meeting. A booked room in a business centre sits between the two.
This page is for remote teams, startups, consultants, foreign executives visiting Bangladesh and companies whose own office is too small for a board or shareholder meeting. It explains typical uses, what to check before booking, and the corporate law and tax points that matter when a meeting room is used for formal company business.
On this page
When an on-demand meeting room makes sense
Typical bookings fall into a few patterns.
- Client presentations and contract negotiations
- Recruitment interviews and assessment days
- Board meetings and general meetings, including the AGM
- Visits by foreign investors, buyers or head-office executives
- Workshops, staff training and strategy sessions
- Meetings with lawyers, auditors or tax advisers to review documents
What to check before you book
A room that looks fine in photos may not suit a two-hour negotiation or a video call with overseas directors. Confirm the essentials in writing.
- Seating capacity and layout: boardroom, classroom or U-shape
- Screen, video conferencing equipment and reliable Wi-Fi, with a test before the meeting
- Power backup, since load-shedding can interrupt calls
- Parking, lift access and ease of finding the building for visitors
- Refreshments, printing and reception services, and whether they are included
- Cancellation terms and charges for overtime
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Using a meeting room for board meetings and AGMs
Company law does not require board meetings or general meetings to be held at the registered office, so a booked room is a common choice. What matters is that notice is properly given under the Companies Act 1994 and your articles, that the notice states the venue, date and time, that quorum is present, and that minutes are recorded and signed.
If directors or shareholders will join virtually, check that your articles and current RJSC practice permit it and that the room's equipment can support it. The AGM venue should be accessible to shareholders entitled to attend. After the AGM, the annual return is filed with RJSC within the prescribed time.
Meeting room is not an office address
Booking rooms by the hour does not give you a registered address, a trade license premises or a place where VAT officers can find your business. If you need those, combine meeting room access with a virtual office that includes a written occupancy agreement, or take a serviced office. Many providers bundle meeting room hours into such packages.
Invoices and tax
Room hire is a VATable service. Ask for a Mushak 6.3 invoice in your company's name with its BIN so the expense is properly documented and any eligible input credit can be claimed. If your entity must deduct VAT or tax at source on such payments, apply it at payment. Personal receipts or invoices in an employee's name create problems at audit.
How the process works
- Tell us the purposeShare the meeting type, number of attendees, date, duration and equipment needed.
- Shortlist roomsWe suggest suitable rooms by location, capacity and facilities.
- Confirm bookingBook with written confirmation of time, inclusions and cancellation terms.
- Prepare the meetingFor board or general meetings, we can prepare notices, agendas and attendance sheets.
- After the meetingReceive the VAT invoice and, for formal meetings, draft minutes and any RJSC filings.
Typical timeline: Rooms can often be booked at short notice subject to availability; formal meetings need longer because notice periods under the Companies Act and your articles must be respected.
How Tax & VAT Associates helps
- Room sourcing in Dhaka matched to your meeting size, equipment and location needs
- Board meeting and AGM notices, agendas and minutes
- RJSC filings after the AGM, including the annual return
- VAT invoice and withholding checks on room hire payments
- Bundles with virtual office address and call answering
Frequently asked questions
Can I hold my company's AGM in a rented meeting room?
Yes. The Companies Act 1994 does not require the AGM to be held at the registered office. The notice must state the venue, date and time and be sent within the notice period required by the Act and your articles. Make sure the room is large enough for shareholders who may attend.
How much notice do I need to book a meeting room?
For small rooms on weekdays, short notice is often possible, but larger rooms and popular time slots fill up. For board meetings, AGMs and events with foreign visitors, book as soon as the date is fixed, and confirm equipment and power backup in writing.
Do meeting room bookings include video conferencing?
Many business centres provide a screen and internet; full conferencing setups with camera and room microphones vary widely. Ask for a test session before an important hybrid meeting, especially when overseas directors are joining, and confirm there is a backup connection and power supply in case of an outage.
Can I use a meeting room as my business address?
Not on its own. Hourly room access does not provide a registered office or premises for a trade license or BIN. Combine it with a virtual office or serviced office arrangement that includes a written occupancy agreement in your company's name if you need an address.
Will I get a VAT invoice for the booking?
You should. A VAT-registered provider issues a Mushak 6.3 invoice. Ask for it in your company's legal name and BIN, not in the name of the employee who booked, so the expense is supportable for tax and audit purposes. Keep the booking confirmation with the invoice in the expense file.
Can foreign visitors use a meeting room for business meetings on a business visa?
Yes, attending meetings, negotiations and site visits is the normal purpose of a business visit. What a visitor may not do is take up employment without a work permit. If a foreign national will work in Bangladesh regularly, the company should arrange the appropriate visa and work permit through BIDA or the relevant authority.
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Learn more →Last reviewed: . Bangladesh tax and regulatory rules change with each Finance Act, SRO and authority circular. This page is general guidance; confirm current requirements for your case before filing.